Maintenance Menu – ClinicTracker

[Navigation] Utilities > Maintenance OR Global Search > Maintenance

[Accordion] Overview

Before starting your daily operations, you’ll need to configure ClinicTracker with your clinic's specific details. The information you provide, from Services to Room locations, directly populates the drop-down selections used throughout the system.

All configuration happens within the Maintenance Menu inputs. To get started, navigate to this menu and click any category (such as Program Input or Patient Group Input) to add your custom values. This ensures that these specific menu items in ClinicTracker are aligned with your clinic's needs.

[Permissions] The Staff member should have Full access to the Maintenance Module. [Staff > Staff Info > System Permissions]

[Accordion] Accessing the Maintenance Menu

There are two ways to get to the Maintenance Menu:

Global Form Search: Use the Global Form Search and scroll down to Maintenance.

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Utilities: Click on the Utilities and scroll down to Maintenance.

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[Accordion] Searching the Maintenance Menu

You can access the required Maintenance Menu item using either of the following two methods:

Type a keyword into the Quick Search box to see a list of matching options. This lets you jump directly to any module without searching through the menus.
2. If you’re unsure of the exact name of a setting, you can scroll through the Maintenance Menu list. This overview allows you to select the category that most closely matches the information you intend to enter.

[Accordion] Making Changes to the Maintenance Menu

While the Maintenance Menu allows extensive customization across modules, we will use the Gender Identity form for this demonstration.

Entering new Maintenance input

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Press the [[img:add >> lbl:New]] button to input additional entries
Enabled/Disabled: Only Enabled items display throughout the system
List: Previously entered items will be displayed in the list. If you need to edit an existing item, click on the [[img:edit]]. You can make changes after the item loads into the form
To remove a specific entry without deleting its historical data, deselect the 'Is Enabled' checkbox. This ensures the item no longer appears in active drop-down menus while preserving it for your historical records. Click [[img:Save >> lbl:Save]] once done

[Accordion] Sample of Maintenance Input Forms

Sr No	Maintenance Item	Description
1	Adherence Technique Input	Techniques used to encourage adherence to treatment
2	Appointment Status	Status of appointment (e.g. canceled)
3	Automatic Program-Based Scheduling Group	Automatically enroll patients in scheduling groups when assigned to a Program
4	Beacon Config	Configuration form for the Beacon integration
5	Building/Billing Location Input	Names of your office buildings
6	CD Assessment Information: Additional Recommendations	List of additional recommendations you may make for new patients
7	CD Assessment Information: External Services	List of the external services you may assign new patients to
8	CD Assessment Information: Internal Services	List of the internal services you may assign new patients to
9	CD Discharge Plan Recommendations	Discharge Recommendations for the patient
10	CD Substance Frequency of Use	Frequency of use of a substance (e.g. daily, weekly, etc.)
11	CD Substance Route of Administration	Route of administration of a substance (e.g. inhalation, injection, etc.)
12	Citizenship Status	List of Citizenship Status options that can be linked to the Demographics of a patient
13	Clinical Decision Support	Decision Support Rules for problems, medications, allergies, and labs
14	Clinical Knowledgebase Setup	ClinicTracker can also function as an online research library. This area of the program will allow you to enter a problem description, and then populate sections for Current Clinic Protocol, Clinical Practice Guidelines, and Latest Research. Your clinical staff will be able to refer to this information when needed.
15	Clinical Service (DAP Note) Input	Clinical services provided during a session
16	Cloud Communications: Document Types	Cloud Communications message Document Types
17	Cloud Communications: Link Staff Accounts to Addresses	Mapping for Cloud Communications addresses to authorized staff
18	Cloud Communications: Link Staff Accounts to Triage Rules	Mapping for Cloud Communications triage rules to authorized staff
19	Cloud Communications: Link Staff to Catch-All Account	Staff accounts that will receive incoming messages that aren't mapped to any users
20	Cloud Communications: Outgoing Addresses	Outgoing addresses
21	Cloud Communications: Recipient Address Book	Update recipient addresses book
22	Cloud Communications: Subjects	Cloud Communications message subjects
23	Cloud Communications: Triage Rules	Cloud Communications message Triage Rules
24	Collateral Description	List of custom Collateral Descriptions. The items can optionally be associated with certain Collateral Services.
25	Collateral Input	Non-appointment activities a clinician performs that you wish to track. Typical items for this menu include: Phone Call, Consultation, and Legal Activities.
26	Common Phrases	Global Common Phrases for use throughout the system
27	Contact Method	Other Contact Methods besides Phone and Walk-in
28	Country Input	List of countries that can be used to link to a patient's demographics record
29	County Input	County list that can be used to link to a patient's demographics record
30	Credential Input	Staff credential types, such as Ph.D., msw, etc. This form can also be used to link Qualification Types to a given Credential.
31	Diagnosis Type Input	Type of diagnosis assigned to the patient, for example SPMI (Seriously and Persistently Mentally Ill) or SED (seriously emotionally disturbed)
32	Direct Exchange Address Book	Users you communicate with using Direct Exchange secure messaging
33	Discharge Criteria Input	Expected Discharge Criteria
34	Discharge Educational Service	List of educational services that can be offered at the time of discharge
35	Discharge Reason Input	Reasons a patient was discharged
36	Disposition Input	Disposition options an intake clinician has for directing a case past the initial appointment. The disposition may be that the case is 'Referred Out' or sent to a subspecialty program.
37	Document Library	Store files that you want your staff to have access to. You can select the type of document, enter a description, and locate the file using the locate icon. You can also scan a document in from an attached scanner by clicking the scan icon.
38	DSM IV Input: CD Axis 1	Chemical dependency diagnoses that you may assign to patient's Axis 1
39	DSM IV Input: CD Axis 2	Chemical dependency diagnoses that you may assign to patient's Axis 2
40	DSM IV Input: CD Axis 3	Chemical dependency diagnoses that you may assign to patient's Axis 3
41	DSM IV Input: CD Axis 4	Chemical dependency diagnoses that you may assign to patient's Axis 4
42	DSM IV Input: CD Axis 5	Chemical dependency diagnoses that you may assign to patient's Axis 5
43	DSM IV Input: MH Axis 1	Mental health diagnoses that you may assign to patient's Axis 1
44	DSM IV Input: MH Axis 2	Mental health diagnoses that you may assign to patient's Axis 2
45	DSM IV Input: MH Axis 3	Mental health diagnoses that you may assign to patient's Axis 3
46	DSM IV Input: MH Axis 4	Mental health diagnoses that you may assign to patient's Axis 4
47	DSM IV Input: MH Axis 5	Mental health diagnoses that you may assign to patient's Axis 5
48	DSM-5 Input	Diagnoses you may assign to patients
49	Employer Input	List of frequent employers
50	Family Composition	Describes how the patient was raised. An additional field lets you indicate the gender of the head of household.
51	Foster Home Certification Authority Input	Certification Authorities for Foster Homes
52	Foster Home Placement Activity Input	Placement Activities for Foster Children
53	Foster Home Reimbursement Rate Input	Reimbursement rates for foster home placements
54	Gender Identity	Options for the patient's current gender identity
55	General Patient Note	A Patient Note to display for all patients
56	Goal Input	Main therapy goals. You also have the ability to link a goal to previously entered objectives
57	Group Input	Patient Group designation is a way of dividing your clinic roster into groups based on shared characteristics
58	HeardAboutUsFrom	How a patient hears about your clinic
59	Holiday Input	Holidays observed by your agency
60	Illinois Mental Health Collaborative Config	Settings for the Illinois Data Collaborative submission
61	Insurance Authorization Package Input	Configure Insurance Authorization Packages to ease data entry requirements
62	Insurance Authorization Package Master Input	Configure Groups of Insurance Authorization Packages to ease data entry requirements
63	Insurance Input	Names of insurance companies and their type (Private/Public/Self)
64	Intake Service Input	Similar to a service; however, some clinics offer different services for a patient's first visit. This allows for entry of those initial services.
65	Lab Test Input	Lab tests that may be ordered, along with LOINC Code
66	Link Services to Add-On Codes	Group together associated add-on codes to a primary service to narrow down the number of options provided on the appointment screen. If no entry is provided here, all of the service code options will appear.
67	Measurement Treatment Plan Input	Various ways you will measure improvement
68	Medication Type Input	Type of medications prescribed
69	Medicine Input	Medications that you prescribe at your clinic
70	Mood/Affect Input	Descriptions of patient mood/affect
71	Motor/Behavior Input	Descriptions of patient motor/behavior
72	Objective Input	Therapy Objectives. You also have the ability to link an objective to previously entered modalities
73	Objective Treatment Modality Input	Objective Treatment Modality or interventions used for Treatment Plan
74	Oregon COMPASS Project Config	Configure settings for the Oregon COMPASS Project
75	Outside Provider Input: Lab	The name and location information for the Outside Providers listed on the Intake/patient Info form
76	Outside Provider Input: Mental Health Provider	The name and location information for the Outside Mental Health Providers listed on the Intake/patient Info form.
77	Outside Provider Input: Pediatrician	The name and location information for the Outside Pediatrician listed on the Intake/patient Info form
78	Outside Provider Input: Pediatrician/PrimaryCarePhysician	The name and location information for the Outside Pediatrician/Primary Care Physician listed on the Intake/Patient Info form
79	Outside Provider Input: Pharmacy	The name and location information for the Outside Pharmacy listed on the Intake/Patient Info form
80	Outside Provider Input: PrimaryCarePhysician	The name and location information for the Outside Primary Care Physician listed on the Intake/Patient Info form
81	Outside Provider Input: Radiology	The name and location information for the Outside Radiology listed on the Intake/Patient Info form
82	Override Service Min/Max Time by Insurance	Override the default service min/max based on the primary payor on the appointment
83	Patient Note Type Input	Category for a Patient Note
84	Patient Portal State-and-Payor-To-Payor Mapping	Configure Patient Portal State-and-Payor-To-Payor Mapping
85	Patient Portal State-To-Location Mapping	Configure Patient Portal State-To-Location Mapping
86	Patient Portal User Management	Manage Patient Portal user records
87	Perception Input	Description of patient perceptions
88	Practitioner Type (Non-Qualified) Input	Non-Qualified Practitioner Types (Credentials)
89	Practitioner Type (Qualified) Input	Qualified Practitioner Types (Credentials)
90	Problem Domain Input (CD)	General clinical problems being addressed. You also have the ability to link a Problem Domain to previously entered goals.
91	Problem Domain Input (MH)	General clinical problems being addressed. You also have the ability to link a Problem Domain to previously entered goals.
92	Program Input	ClinicTracker allows you to associate patients with specific programs in your clinic
93	Program Specific Services	Configuration options to restrict the availability of some services based on the selected program
94	Pronouns	Options for a person's current pronouns
95	Psych Test Input	Psychological tests that are administered in your clinic
96	Psychotherapy Type Input	Psychotherapy types offered at your clinic
97	Qualification Input	Type of staff qualification (e.g. 2-year degree, 3-year degree, etc.)
98	Radiology Test Input	Radiology tests that may be ordered, along with LOINC Code
99	Referral Reason	Reasons patients are referred to your clinic
100	Referral Service	Services that patients may be referred for
101	Referral Source	Patient referral sources
102	Related Document Category Input	Category for documents stored in the Related Documents module
103	Relationship Type (ExternalContacts)	Relationship Type for External Contacts
104	Relationship Type (Family)	Relationship Type for Family Health History
105	ROI: Default Notes	Configure default text to insert into the Authorization Notes section
106	ROI: Default Notes (Tab 2)	Configure default text to insert into a second tab of the Authorization Notes section
107	ROI: Purpose of Authorization	The purpose of granting access to information for a consent form
108	ROI: Statement to Initial (Tab 2)	Configure statements requiring the patient to initial on the second tab of the Authorization form
109	ROI: Type of Information	Types of information that could be included with a consent to release information
110	Room Input	The rooms in your buildings. You enter a room number and optional description, and link it to a previously entered building
111	Safety and Planning Issues	The interventions warranted for safety and planning purposes which can be noted on a Treatment Plan
112	Schedule Event Type Input	Descriptions of events you will schedule for, (e.g. Initial Mental Health Evaluation)
113	Scheduling Group Collection Input	Associate multiple Scheduling Groups with a single Collection for easier data entry
114	School Input	Commonly entered school names
115	Service Category	Define groups of services that are often authorized together
116	Service Code With Add-On Packages	Group a service with up to five associated add-on codes. This will populate your options automatically.
117	Service Input	All services your clinic provides. This can be a diagnostic consultation, therapy session, etc.
118	Sexual Orientation	Options for the patient's sexual orientation
119	Speech Input	Descriptions of a patient's speech that appear on paperwork forms
120	Staff Assignment Type Input	Types of staff that may be involved in a treatment team (e.g. therapist, psychiatrist, community support, etc.)
121	Staff Based Values Input	Configure the display of the Staff Based Activity Module. For more information, see the section on Staff Based Activity, Configuring the Form.
122	Staff Log Type Input	Note types for associating with Staff Activity Logs
123	Staff Related Document Category Input	Category for staff documents stored in the Related Documents module
124	Staff Specialty	Configuration options for Staff Specialty
125	Staff Unassigned Reason Input	Reasons why a staff member may be unassigned from a case (e.g. Conflict with patient, incompatible schedules, etc.)
126	Strength Input	Strengths of the patient
127	Substance Input	Alcohol and drugs with which a client may have substance use issues
128	Substance Type Input	Determine the type of substance for a particular medication
129	Symptom Input	Symptoms noted, specifically in relationship to prescribed medications
130	Therapy Type Input	Types of therapy that your clinic provides
131	Thought Content Input	Patient thought content description
132	Thought Process Input	Patient thought process description
133	Treatment Type Input	Appointment type (prevention, group therapy, etc.)
134	Tribe Input	List of Native American tribes
135	Washington GCBH Config	Configuration form for the Washington State GCBH integration
136	Weakness Input	Weaknesses of the Patient
137	Workflow Builder	Configure Workflow Builder rules
138	Workflow Builder Staff Groups	Configure groups of staff to assign Workflow Builder rules to

[Accordion] FAQs

[Q] I added a new item in the Maintenance Menu, but I don’t see it in the drop-down box. What happened?

[A] Most drop-down menus update instantly, but some screens may require you to "refresh" the page or close and reopen the specific module you are working in to pull the latest data from the Maintenance records.

[Q] Is there a limit to how many items I can add to a specific Maintenance category?

[A] There is no functional limit. However, for categories with extensive lists (like Medications or Diagnoses), we recommend using the Quick Search feature within the Maintenance Menu to manage your entries efficiently.

[Q] Should I delete an old service code or staff member if we no longer use them?

[A] We generally recommend setting an entry as Disabled, rather than deleting. Unchecking the 'Is Enabled' box hides the item from daily use while preserving the historical data linked to that entry for billing and reporting purposes.

[Q] Can I bulk-upload my clinic’s data instead of entering items one by one?

[A] For large datasets (such as a long list of CPT codes or historical medications), please contact our Support Team. We can often assist with a data import to save you time during your initial setup.

[Q] Who should have access to the Maintenance Menu?

[A] Because the Maintenance Menu controls the foundational settings for your entire clinic, access should be limited to Administrators or Super Users. Changes made here can affect billing, reporting, and clinical documentation for all staff.

[Q] Will changing a value in Maintenance update old records?

[A] Yes, updating an item's name in a Maintenance Menu entry will update how that item appears in existing records and moving forward.

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